REQUEST FOR PROPOSALS
April 19, 2004
State Alignment Grant for Improving Transition Outcomes for
Youth with Disabilities through the Use of Intermediaries
I. INTRODUCTION
A. Issuing Agency....................................................................................................................................2
B. Background.........................................................................................................................................2
C. Purpose................................................................................................................................................3
D. Target Population...............................................................................................................................4
E. Eligible Applicants.............................................................................................................................4
F. Intent to Apply...................................................................................................................................5
G. Contract Conditions...........................................................................................................................5
1. Funding Levels..............................................................................................................................5
2. Contract Period.............................................................................................................................5
3. Responsibilities of the Local Project..........................................................................................5
4. DVRS Project Team Responsibilities.........................................................................................6
II. PROPOSAL REQUIREMENTS: Requirements for Completing Narrative
A. Evidence of Collaboration and Approach......................................................................................7
B. Plan of Operation...............................................................................................................................7
C. Relationship of Proposal to Evidence-Based Practices................................................................8
D. Sustainability........................................................................................................................................8
E. Budget and Narrative.........................................................................................................................8
F. Letters of Commitment.....................................................................................................................8
III. PROPOSAL PROCESS
A. Timetable:............................................................................................................................................8
B. Evaluation:...........................................................................................................................................8
IV. APPENDIX
A. Definition of Terms......................................................................................................................9-11
B. Face Sheet..........................................................................................................................................12
C. Sample Budget Format and Narrative.....................................................................................13-14
D. Allowable Costs.................................................................................................................................15
E. Federal Certifications.................................................................................................................16-18
F. Intent to Apply Form.......................................................................................................................19
Email or Fax Letter of Intent to Apply by:
May 21, 2004
Proposals must be postmarked no later than:
July 9, 2004
Proposals will be reviewed by:
August 16, 2004
Notification of Awards by:
August 31, 2004
Contracts will be effective:
October 1, 2004
All inquiries concerning this RFP should be made to Barb McClannahan at 515-281-0264.
I. INTRODUCTION
A. ISSUING AGENCY: Iowa Department of Education
Division of Vocational Rehabilitation Services (DVRS)
510 East 12th Street, Des Moines, Iowa 50319.
The Department of Labor, Office of Disability and Employment Policy (ODEP) awarded
the State Alignment Grant to Iowa DVRS for the purpose of improving transition outcomes
for youth with disabilities through blending and/or braiding of community resources and the
use of local Intermediary organizations.
Development, implementation, and evaluation of this project involves a close
collaboration between the Division of Vocational Rehabilitation Services (DVRS), the Bureau
of Children, Family and Communities and the Bureau of Community Colleges in the
Department of Education, the Department of Workforce Development, the Department of
Human Services, the Department of Human Rights, Department for the Blind and the
Governor’s Developmental Disabilities Council. These Partner agencies are committed to
work collaboratively through a Governance Board of administrators to strengthen
employment services to Iowans with disabilities. This Board meets quarterly to monitor
collaborative initiatives and to evaluate outcomes.
B. BACKGROUND
According to the U.S. Department of Education, national high school graduation rates for
students with disabilities lag considerably below that of youth without disabilities. Nearly
nine-tenths or 88% of students without disabilities graduate as compared to only 62% of those
with disabilities.1 Moreover, students with disabilities experience a school drop out rate that is
three times greater than that for youth without disabilities – 31% vs. 11%. Youth with
emotional disabilities experience an even higher drop out rate of 54%.
Computing the graduation rate for people with disabilities in Iowa varies depending on the
definitions and data collection methodologies used. One source that provides data for
comparison is the Department of Education's Biennial Performance Report for 2000-2001.
This report states that for students without disabilities graduation rates with regular diplomas
are 93% and drop out rates are 1.35%. In comparison, gradation rates with regular diplomas
for students with disabilities are 64.6% and drop rates are 3.17%. The remaining percentages
in each group receive something other than a regular diploma. An unknown percent of the
drop outs will eventually receive a GED.
It is estimated that only one-third of young people with disabilities who need job training
receive it. Young people with disabilities also have significantly lower rates of participation in
post-secondary education. Finally, the Social Security Administration has found that many
young people with disabilities entering the Supplementary Security Income (SSI)/Social
Security Disability Insurance (SSDI) rolls are likely to remain on the program rolls for their
entire lives.
1 U.S. Department of Education, National Center on Education Statistics. The Condition of Education 2000 in
Brief, Jeanne H. Nathanson NCES 2001-045 Washington, DC; U.S. Government Printing Office, 2001 U.S.
Department of Education, Office of Special Education and Rehabilitation Services, Twenty-second Annual
Report to Congress on the Implementation of the Individuals with Disabilities Act, Washington, DC, U.S.
Government Printing Office, 2000.
Increasing the number of youth making a successful transition to work is integral to
accomplishing the employment-related objectives of President Bush’s New Freedom
Initiative and is one of the U.S Department of Labor’s top priorities. Additionally, the
Rehabilitation Act, as amended in 1998 requires that rehabilitation and education agencies
undertake actions to facilitate transition and it promotes the coordination of transition and
rehabilitation services.
This grant allows funding to support the research and analysis of strategies that will
more effectively organize and align a wide array of institutions, organizations and
family support networks to better meet the transitional-related needs of young people with
disabilities.
C. PURPOSE
Every community in Iowa has many resources that can be mobilized to address transition
issues. Through this grant, DVRS and the Partner agencies are interested in working with
communities that have already engaged in the process of Resource Mapping to identify the
gifts and capacities of individuals, organizations and associations and are now prepared to
implement new methods of aligning and mobilizing those resources to build relationships and
networks that will address common challenges.
Single programs/services are not comprehensive enough to address all the transition
challenges faced by youth. If transition outcomes of youth with disabilities are to improve,
communities must work together to effectively leverage their resources. Through this grant
Iowa plans to demonstrate innovative, effective strategies that promote the integration
of Evidence-Based Transition Operating Principles into local transition service
delivery and to evaluate the role that Intermediaries* can play in effecting improved
transition outcomes. (*Intermediary is defined in Section IV)
A review by ODEP of effective practices that span education, employment and training,
youth development, and disability services shows that in order for all youth to transition
successfully from school to adult life, they need a carefully sequenced and integrated set of the
following seven services, supports and opportunities:
1. Access to high quality standards-based education regardless of the setting;
2. Information about career options;
3. Exposure to the world of work;
4. Opportunities to develop social, civic, and leadership skills;
5. Strong connections to caring adults;
6. Access to safe places to interact with their peers, and
7. Support Services to allow them to become independent adults.
This grant also supports positive Youth Development principles. This philosophy
maintains that to become healthy and productive adults, all youth must develop the attitudes,
behaviors, competencies and skills that allow them to succeed as parents, citizens and workers.
Youth who do not have opportunities to develop these attributes and test them in a
supportive environment are at risk of a variety of poor outcomes.
Therefore this request for proposal is being released to solicit applications from
communities representing collaboratives of regional and/or local partners who:
• have been engaged in community Resource Mapping and have the ability to
build upon existing capacity to insure that youth with disabilities are engaged in
positive Youth Development
• are prepared to demonstrate how Intermediary organizations can best be used to
ensure that youth with disabilities obtain transition services, supports and
opportunities consistent with ODEP’s Evidence-Based Transition Operating
Principles, and
• can document, consistent with Federal requirements, the impact such strategies have
on improving transition outcomes for youth with disabilities
Outcomes of the funded projects should result in model approaches to create a
community-wide system of inclusion, support, and engagement for school age youth
with disabilities as they transition into their adult roles in the community. Successful
applications will be ones that demonstrate the capacity to:
1. Increase academic achievement among school-age youth with disabilities linking it
more closely to personal goals and interests, enriching the peer and adult role models
who can represent academic achievement as desirable, and coordinating it with
work experiences.
2. Increase satisfactory, gainful employment among school-age youth with disabilities
through a wide variety of employment-related experiences.
3. Increase community involvement in the achievements of school-age youth with
disabilities through enriching, coordinating, and expanding the local supports
available to them.
4. Increase civic involvement of school-age youth with disabilities through more
effectively engaging them in work, civic, and self-advocating activities in conjunction
with community wide resource systems and
5. Increase community-wide measures of Social Wealth.
D. TARGET POPULATION
The target population of these demonstrations should be individuals with disabilities (age
14-24) who, with intervention and service provision, could successfully work and live in the
community without long-term public support.
E. ELIGIBLE APPLICANTS
An eligible applicant can be a county or other unit of local government, education
agencies, community-based organizations, faith-based organizations, or other local public or
private agencies. It is anticipated that the lead agency will apply on behalf of a collaborative of
parties who have entered into an agreement to seek this state award. The collaborative for this
grant application must demonstrate, at a minimum, participation from the following partners
in the development of the proposal:
• local Division of Vocational Rehabilitation Services office
• local School District, AEA, and/or Post Secondary Institutions
• WIA Youth Program
• youth with disabilities ages 14-24
• parents or family members of youth with disabilities or adults with disabilities
who live in the community
• local businesses or business representatives (i.e. Chamber of Commerce)
Other suggested partners might include:
• local associations or clubs (i.e. formal organizations such as Boy/Girl Scouts,
4-H/Extension and Faith-based groups and/or informal groups such as Cooking,
Fishing, Quilting, Bowling)
• local service providers (i.e. Goodwill, Easter Seals, other Community Rehabilitation
Programs, Centers for Independent Living)
• local public and/or private health services (i.e. Public Health office, local
clinic/hospital, mental health center, school nurse)
F. INTENT TO APPLY
“Intent to Apply” form must be submitted by May 21, 2004 for an application to be
considered. Community entities are encouraged to hold discussions among partners and key
youth serving sectors, and identify one agency or organization to submit the “Intent to Apply”
form (provided in the Appendix) on behalf of the community. The contact person/agency
submitting the “Intent to Apply” form does not necessarily have to be the entity ultimately
identified by the community as the lead agency for the grant, as long as DVRS is notified of
the change. The “Intent to Apply” form must be emailed barb.mcclannahan@iowa.gov,
faxed (515-281-4150) mailed via the postal service or hand-delivered to Barb
McClannahan, 510 East 12th Street Des Moines, Iowa 50319. All “Intent to Apply”
forms must arrive no later than May 21, 2004. If more than one “Intent to Apply” form is
received from a given geographic area, each contact person will be notified. Communities will
be encouraged to merge their efforts and submit one proposal.
G. CONTRACT CONDITIONS
1. Funding Levels:
We anticipate awarding a total of $300,000 to support the funding of
demonstration projects. Each proposal will be evaluated according to the viability of
the project and the projected budget to support the efforts. If a project is recommended
for funding, but the budget appears excessive or details of the program need to be
clarified or revised the applicant will be requested to submit a modified proposal.
2. Contract Period:
Initial contracts will be effective on October 1, 2004, and will expire September
29, 2005*. Depending on performance and availability of funding, applicants may
request continuation of funding. The continuation request must be submitted by July
15, 2005. At the conclusion of the grant period the identified improvements should be
self-sustaining.
The Division of Vocational Rehabilitation Services, at its discretion and based on
review of contractor’s performance and availability of funding, may discontinue the
funding by giving thirty days notice.
*Costs incurred prior to the execution of the contract are not reimbursable.
3. Responsibilities of the Local Project:
• provide general program leadership
• provide fiscal responsibility for the contract
• participate in orientation and other scheduled meetings with
grant personnel
• track the budget and produce necessary documentation for
program and financial reviews
• participate in annual program and financial reviews
• enroll participants in the WIA youth program for the purpose of
tracking outcomes
• submit certificates of insurance, as applicable, which indicate the types and
amounts of coverage held for any entity providing direct services
• participate in program evaluation activities including but not limited to
the following:
.. provide regular reports on data and project progress
.. use reporting and tracking forms that support the methodologies
developed by the grant team
.. access other data collected by the community (i.e. school data)
.. track youth with disabilities and the services they access through the
project’s activities
.. provide examples of outcomes
.. monitor successful strategies in coordination with DVRS project
team and make recommendations on State and Federal system
improvements
.. participate in follow-up interviews with the external federal evaluators
of this grant
4. Responsibilities of DVRS Project Team:
• Technical Assistance: The DVRS State Project staff will provide technical
assistance in various formats, i.e. 1:1 and conference telephone calls, ICN,
e-mail, listserv, web site, newsletters etc. Participation in workshops, meetings,
ICNs arranged with advance notice by the DVRS State Project staff are
required for contracting personnel
• Program Evaluation: DVRS State Project Staff coordinates and conducts the
evaluation of each program’s procedures and outcomes. ODEP (Office of
Disability and Employment Policy) will work with the project team and ETA
(Employment and Training Administration) in an attempt to secure a waiver of
WIA performance measures for participants in this project. Technical
assistance will be provided to projects regarding how they should conduct
qualitative and quantitative evaluations, the instruments to use, and the data
collection methodology the demonstration projects should follow
• Contract Monitoring:
.. approve contract claim vouchers for payment
.. perform financial reviews on an annual basis
.. review approved contract at least twice a year for compliance with
goals and objectives
.. make recommendations for continuation or termination of contracts
II. PROPOSAL REQUIREMENTS:
Requirements for Completing Narrative
Local partners are encouraged to collaborate on one application to meet project proposal criteria.
The application packet must include a narrative specifically addressing the six sections
outlined in this section. One of the sponsoring organizations must assume full contract
responsibility and complete the Face Sheet (see sample found in the Appendix) for all
organizations involved. Two face sheets with original signatures must be completed,
signed and attached as the cover sheets for the application.
Handwritten applications are not acceptable. Please double space and do not type in a
font smaller than twelve. Applications must provide all information requested and be
presented in the order prescribed by this Request for Proposal. Incomplete information and
insufficient signatures and documentation may result in disqualification of the application.
To facilitate the review process, the following information must be included and
presented in the order prescribed:
A. Evidence of Collaboration and Approach (20 points):
Applicants must demonstrate the capacity to engage in comprehensive planning in
partnership with the state.
• Please describe your community’s history of collaboration (i.e. with youth,
employers, service providers, community associations, families, education)
It is expected that applicants will be prepared to “add value” to community
resources that are already present within the community and to move the transition
activities to a higher level of collaboration and implementation.
• describe what work has been done around Resource Mapping within the
community and explain the findings (identifying strengths and weaknesses)
of the Resource Mapping and/or environmental scanning
• describe how this project may build, not start over, in planning for
improved transition outcomes
• describe how Intermediaries are currently being utilized
• describe how youth have been engaged in the planning of this project
B. Plan of Operation (25 points)
This part of the proposal must provide sufficient information for the reviewer to
understand what activities will be undertaken, how the participants will be involved
and how the project will manage the data collection.
Explain the following details of your plan of operation:
• what you plan to do (what strategies you intend to implement) to impact
transition outcomes
• what specific activities will occur
• list the key team members that will be performing the various functions of
the project. Include such things as administration, training, services as well
as which entities will be providing the space, utilities materials etc.
• within what type of timeline the activities will occur
• how team members will collect the data related to the outcomes of
academic achievement, employment-related experiences, community
involvement, civic involvement and social wealth
C. Relationship of Project to Evidence-Based Principles (20 points)
Identify which Evidence-Based Transition Operating Principles you intend to
address. Describe how the project team will evaluate the outcomes. The description
must be specific to the project, measurable and must include the number of youth
with disabilities that you anticipate will be impacted.
D. Sustainability (15 points)
Describe the ability for the project to sustain the effective strategies.
E. Budget and Narrative (15 points)
This section should include a budget and a budget narrative of how the funds will
be used in the allowable categories (see Appendix). The budget narrative should clearly
define the cost of the project in relationship to the goals, objectives and design of the
project. Please specify the methods used to determine the costs (see budget narrative
and sample budget in Appendix). Subcontracting under this grant is only allowed with
prior written approval from DVRS.
F. Letters of Commitment (5 Points)
Letters of commitment must include a statement about how key team members
will carry out their agreed-upon responsibilities for the project described
in the plan of operation. At a minimum, letters of commitment should be
submitted from:
• DVRS Area Office Supervisor
• local School District, AEA, or Post Secondary Institution
• WIA Youth Program
• local businesses or representatives (i.e. Chamber of Commerce)
III. PROPOSAL PROCESS
A. TIMETABLE:
RFP’s Available Upon Request
April 19, 2004
Letter of Intent to Apply no later than
May 21, 2004
Proposals postmarked no later than
July 9, 2004
Proposals Reviewed By
August 16, 2004
Notification of Awards By
August 31, 2004
Contracts Effective*
October 1, 2004
*Costs incurred prior to the execution of the contract are not reimbursable.
B. EVALUATION:
All proposals meeting submission requirements stated in Section II of this RFP
will be evaluated according to the criteria. Applicants may be contacted for
clarifications and revisions. Projects will be funded on the basis of merit and as funds
become available. In the event that grant applications receive an equal number of
points or the number of acceptable grant applications exceeds the funds available, a
further determination of grant recipients will be made through a second review
conducted by DVRS administration. Project proposals will be evaluated upon the
consideration of the following criteria:
• Evidence of Collaboration and Approach (Maximum of 20 points)
• Plan of Operation (Maximum 25 points)
• Relationship of Proposal to Evidence-based Practices (Maximum of 20 points)
• Sustainability (Maximum 15 points)
• Budget and Narrative (Maximum of 15 points)
• Letters of Commitment (Maximum of 5 points)
DVRS reserves the right to retract the RFP in whole or in part at its sole discretion.
DVRS acts as the final authority in all of the State Alignment Grant matters. Only mailed or
hand-delivered applications will be accepted. Faxed applications will not be considered
eligible, nor will hand-written applications.
Submit two original Application packets and two copies to:
Barb McClannahan, Project Manager
Division of Vocational Rehabilitation Services
510 East 12th Street
Des Moines, Iowa 50319
All inquiries concerning this RFP should be made to: Barb McClannahan 515-281-0264.
IV. APPENDIX
A. DEFINITION OF TERMS:
Blended Funding: Mechanisms that pool dollars from multiple sources and make them
in some ways indistinguishable.
Braided Funding: Uses similar mechanisms to Blended Funding, but the funding steams
remain visible and are used in common to produce greater strength, efficiency, and/or
effectiveness.
Disability: The broadest definition of disability can be found in the Americans With
Disabilities Act:
An individual is considered to have a disability if that individual either (1) has a
physical or mental impairment which substantially limits one or more of the person’s
major life activities, (2) has a record of such an impairment, or, (3) is perceived by
others as having such an impairment.
Employment: Regular engagement in skilled or unskilled labor or service activities
for payment.
Employment Outcomes: Entering or retaining full-time, or if appropriate, part-time
competitive employment in the integrated labor market; satisfying the vocational outcome
of supported employment; or satisfying any other approved appropriate vocational
outcome such as self-employment, telecommuting or business ownership. (This does not
include sheltered employment)
Evidence-Based Transition Operating Principles:
1. Access to high quality standards-based education regardless of the setting;
2. Information about career options;
3. Exposure to the world of work;
4. Opportunities to develop social, civic, and leadership skills;
5. Strong connections to caring adults;
6. Access to safe places to interact with their peers; and
7. Support Services to allow them to become independent adults
Intermediary: An agent that convenes local leadership and broker relationships with
multiple partners across multiple funding streams; brings together workforce development
systems, vocational rehabilitation providers, business labor unions, educational
institutions, social service organizations, transportation entities, health providers, and
other Federal, State and community resources, which youth with disabilities need to
transition to employment successfully. (i.e. community-based non-profit organizations,
community colleges, community rehabilitation programs, etc.)
Resource: A source of aid or support that may be drawn upon when needed. Resources
can include in-kind and paid services, opportunities, places to go and caring adults.
• Services: Formal and informal programs, usually provided by government
agencies and nonprofit organizations that address the recreation, education,
mental health, crisis intervention, family support, health, spiritual and other
needs of young people
• Opportunities: Formal and informal chances to learn, develop new skills,
help others, serve the community and be employed both inside and outside
of organizations
• Places to Go: Locations within a community that provide safe and fun places
for young people to meet one another
• Caring Adults: Any adult community resident who is trustworthy,
understanding and caring, to whom young people can go for advice, help
and mentoring
Resource Mapping: Methodology to link and align resource use with organizational
goals, strategies, and expected outcomes. It refers to the identification of available assets
and resources within the States’ youth service delivery infrastructure and evaluation as
whether and/or to what extent that system is currently serving youth with disabilities
consistent with the evidence-based operative principles.
Social Wealth: Social wealth pertains to measurements of citizens' engagement in
activities the community finds constructive. This includes activities such as voting; being
actively involved in school, civic, and faith-based organizations; working; paying taxes; and
supporting other individuals and families.
Support Services: Those services that youth may need to transition successfully. Such
services may include mental and physical health services, transportation, and tutoring, as
well as post-program supports structured arrangements with post-secondary institutions
and adult-serving agencies. In the case of youth with disabilities there may be a need for
additional support services including, but not limited to, access to and acquisition of
assistive technology, benefits counseling, independent living centers and other consumer-
driven community-based support service agencies, and personal assistance services,
including readers, interpreters and other personal assistance services.
Transition: The movement of youth into employment, post-secondary training,
independent living, and community participation.
Transition Services: A coordinated set of activities for a student with a disability that
(A) is designed within an outcome-oriented process that promotes movement from school
to post-school activities, including post-secondary education, employment (including
supported employment) continuing and adult education, adult services, independent living,
or community participation; (B) is based upon the individual student’s needs, taking into
account the student’s preferences and interests; and (C) includes instruction, related
services, community experiences, the development of employment and other post-school
adult living objectives, and when appropriate, acquisition of daily living skills and
functional vocational evaluation.
Youth Development: A process which prepares young people to meet the challenges of
adolescence and adulthood through a coordinated, progressive series of activities and
experiences which help them to become socially, morally, emotionally, physically, and
cognitively competent. Positive youth development addresses the broader developmental
needs of youth, in contrast to deficit-based models that focus solely on youth problems.
FACE SHEET
Name of Organization Representing the Consortium
Address: City State ZIP
Telephone Number
Describe area represented by Applicant:
Describe specific area to be served by Project, if different from above:
Key Individuals:
Administrator of Applying Organization
Officer (person in charge of daily operation
of project, if funded)
Name:
Name:
Title:
Title:
Phone:
Phone:
Signature:
Signature:
Fiscal Agent for Project (if funded)
Supervisor of Vocational Rehabilitation
Office(s) collaborating in project, if funded
Name:
Name:
Title:
Area:
Phone:
Phone:
Signature:
Signature:
ASSURANCES
The applying entity hereby assures and certifies that it possesses legal authority to apply for
and control the project and that requirements of the applying entity authorizing the filing of
the application, including all understandings and assurances contained herein and directing the
authorizing person identified as the official representative of the applicant to act in connection
with the application and to provide such additional information as may be required, have
been met.
Applicant further agrees to develop the proposed project as required in this application package.
Applicant also affirms that the organization represented does not discriminate in its
Employment practices with regard to race, color, religion, sex, marital status, political
affiliation, national origin, or Disability.
Signature of Authorized Person
Title:
Date:
SAMPLE BUDGET NARRATIVE
1. Personnel:
a. Salary:
i. Project Coordinator (.4 FTE) is a full time position which will work 40% of
his/her time in this project and 60% on other projects. Time sheets will be
kept for this position to track the amount of time actually spent working on
the project.
ii. Assistant to Project Coordinator is a full time position charged 100% to this
project.
iii. Payroll documentation will be available to support the staff charged to the
project and the amount paid to each employee.
b. Fringe Benefits:
i. The benefits charged to this project are: FICA, IPERS (or TIAA/CREF),
Health Insurance, Dental Insurance, Workers Compensation, Life Insurance,
Unemployment Insurance and Long Term Disability.
ii. Payroll documentation will be available to support the staff charged to the
project and the calculations used to determine the amounts claimed.
2. Operating Expenses/Monthly:
a. Travel: Staff travel will be paid at rate of .29 cents per mile. Meals and lodging will
be claimed at state rates: $5 for breakfast, $6 for lunch, $12 for supper, $45 plus
applicable tax for lodging.
b. Supplies: Printer cartridges, computer disks, printer paper, batteries, printing, and
other office supplies. Invoices for all supply items purchased will be maintained
as documentation to support the amounts claimed under this category.
c. Postage: The postage is necessary for correspondence and marketing. At
the end of each month the total amount of postage used for the project will be listed.
d. Phone: Only the charges directly attributable to the project will be claimed. Phone
billings received from the phone company will be used to determine the charges.
e. Rent: The project office will be located in the Chamber of Commerce Building. The
Chamber will charge $250/month rent. Invoices will be used for documentation of
this expense.
3. Equipment: Any items $5,000 or more are listed under equipment. List each item
individually. Items less than $5,000 are listed under Supplies.
a. The project coordinator will obtain three bids for any item over $5,000. The bids may
be taken by phone. A record will be kept which documents each company contacted,
make and model, price of the item; date of quote, and the company contact. Once the
bids are obtained, the award will be made to the lowest bidder. Once purchased the
invoice will be used to document the charge.
b. Property records will be maintained that include a description of the property,
a serial number or other identification number, the source of property, the acquisition
data, cost of the property, and percentage of federal participation in the cost of the
property, the location, use and condition of the property, and the ultimate disposition
data including the date of disposal and sale price of the property. Equipment purchased
becomes the property of the contracting party.
SAMPLE BUDGET FORMAT
A. PERSONNEL:
Salaries $XXXX.XX
Fringe Benefits
$XXXX.XX
TOTAL SALARIES $XXXX.XX
B. OPERATING EXPENSES:
1. TRAVEL $XXXX.XX
2. SUPPLIES $XXXX.XX
3. POSTAGE $XXXX.XX
4. PHONES $XXXX.XX
5. RENT $XXXX.XX
TOTAL OPERATING EXPENSES: $XXXX.XX
C. EQUIPMENT
(list and describe each item and estimated cost per item)
TOTAL EQUIPMENT $XXXX.XX
D. TOTAL BUDGET: $XXXX.XX
ALLOWABLE COSTS
Allowable Item
Per A21, A87, or A122
All charges must be documented with invoices. This document contains DVRS
guidelines. It is not an exhaustive list. For a complete list and explanation, see OMB
circulars A21 (Cost Principles for Educational Institutions), A87 (Cost Principles for
State and Local Government), or A122 (Cost Principles for Non-Profit Organizations).
Accounting
The cost of establishing and maintaining accounting and other information systems is
allowable.
Advertising and
Public Relations
Advertising is allowable for recruitment of personnel, procurement of goods or
services, or disposal of surplus materials. Public relations costs are allowable for
communicating with the public and press pertaining to specific activities of the
sponsored agreement.
Communications
The costs of telephone, mail messenger, and similar communications services are
allowable. Costs must be directly attributable to the project.
Compensation for
Personnel Services
The costs for personnel services are allowable if directly related to the project and are
reasonable. A21 allows the use of estimates for distributing personnel charges among
multiple projects or activities. A87 and A122 require detailed timesheets for support of
all personnel expenses. The recommended practice for outcome-based contracts is to
maintain timesheets to assist future contract negotiations.
Conferences
The direct costs for participating in meetings or training conferences are allowable with
prior DVRS approval.
Equipment
Equipment is allowable when approved by DVRS for items of more than $5,000.
Fringe Benefits
Fringe Benefit costs are allowable provided they are distributed in accordance with
salaries and wages chargeable to the project.
Insurance
The costs of insurance required or approved and maintained, pursuant to the Federal
award, are allowable. Professional Liability Insurance is required for entities that
provide direct services to clients.
Materials and Supplies
The costs of materials and supplies directly attributable to the project are allowable.
Memberships,
Organization Dues,
Subscriptions
CARF fees are allowable if certification is pertinent to the objectives and services of
the project, the charges relate to the year of the contract with actual invoice, and costs
are distributed in reasonable proportion to all related activities. Organizational
subscriptions to professional, business and technical periodicals must be directly tied to
the project goals and activities.
Professional Service
Costs
Professional service costs are allowable when reasonable in relation to direct services
rendered.
Rent
Rent is allowable for actual charges distributed to the project based on either of the
following methods:
1. square footage of project space; or
2. a proportional charge based on number of employees on the project compared
to the total number of employees (do not base on number of clients served;
this method is not sufficiently stable).
Staff Training
Staff training is allowable when directly related to the goals, objectives and outcomes
of the project.
Travel
Travel costs are allowable for actual expenses for transportation, lodging, and meals
incurred by project personnel traveling on official business. Reimbursement rates are:
mileage (29¢ per mile), breakfast ($5.00), lunch ($6.00), dinner ($12.00), lodging ($45.00
plus applicable taxes).
FEDERAL CERTIFICATIONS
Applicants should refer to the regulations cited below to determine the certification to
which they are required to attest. Applicants should also review the instructions for
certification included in the regulations before completing this form. Signature of this form
provides for compliance with certification requirements under 34 CFR Part 82; “New
Restrictions on Lobbying” and 34 CFR Part 85, “Government-wide Debarment and
Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free
Workplace (Grants).” The certifications shall be treated as a material representation of fact
upon which reliance will be placed when the Department of Education determines to award
the covered transaction, grant, or cooperative agreement.
1. LOBBYING
As required by Section 1352, Title 31, of the U.S. Code and implemented at 34 CFR Part
82, for persons entering into a grant or cooperative agreement over $100,000, as defined at
34 CFR Part 82, Sections 82.105 and 82.100, the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person influencing or attempting to influence an officer or
employee of Congress, or an employee of a Member of Congress in connection with
the making of any Federal grant, the entering into of any cooperative agreement, and
the extension, continuation, renewal, amendment, or modification of any Federal
grant or cooperative agreement:
(b) If any funds other than Federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of a Member of Congress in
connection with this Federal grant or cooperative agreement, the undersigned shall
complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,”
in accordance with its instructions;
(c) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subgrants, contracts under
grants and cooperative agreements, and subcontracts) and that all subrecipients shall
certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
As required by Executive Order 12549, Debarment and Suspension, and implemented at
34 CFR Part 85, for prospective participants in primary covered transactions, as defined at 34
CFR Part 85, Sections 85.105 and 85.110.
A. The applicant certifies that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
(2) Have not within a three year period preceding this application been convicted of
or had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State or local) transaction or contract under a public
transaction; violation of Federal or State antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the
offenses enumerated in paragraph A(2) of this certification; and
(4) Have not within a three year period preceding this application had one or more
public transactions (Federal, State, or local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in this certification,
he or she shall attach an explanation to this application.
3. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988 and implemented at 34 CFR Part
85, Subpart F, for grantees, as defined at 34 CFR Part 85, Sections 85.605 and 85.610.
A. The applicant certifies that it will or will continue to provide a drug-free workplace
by:
(1) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited
in the grantee’s workplace and specifying the actions that will be taken against
employees for violation of such prohibition;
(2) Establishing an ongoing drug-free awareness program to inform employees
about:
(a) The dangers of drug abuse in the workplace;
(b) The grantee’s policy of maintaining a drug-free workplace;
(c) Any available drug counseling, rehabilitation, and employee assistance
programs; and
(d) The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace;
(3) Making it a requirement that each employee to be engaged in the performance of
the grant be given a copy of the statement required by paragraph (1);
(4) Notifying the employee in the statement required by paragraph (1) that, as a
condition of employment under the grant, the employee will:
(a) Abide by the terms of the statement; and
(b) Notifying the employer in writing of his or her conviction for a violation of a
criminal drug statute occurring in the workplace no later than five calendar
days after such conviction;
(5) Notifying the agency, in writing, within 10 calendar days after receiving notice
under subparagraph (4)(b) from an employee or otherwise receiving actual notice
of such conviction. Employers of convicted employees must provide notice,
including position title to: Director, Grants and Contracts Service, U.S.
Department of Education, 400 Maryland Ave., S.W. (Room 3124, GSA Regional
Office Building No. 3), Washington, D.C. 20202-4571. Notice shall include the
identification number(s) of each affected grant.
(6) Taking one of the following actions, within 30 calendar days of receiving notice
under subparagraph (4)(b), with respect to any employee who is convicted;
(a) Taking appropriate personnel action against such an employee, up to and
including termination, consistent with the requirements of the Rehabilitation
Act of 1973, as amended; or
(b) Requiring such employees to participate satisfactorily in a drug abuse
assistance or rehabilitation program approved for such purposes by a Federal,
State or local health, law enforcement, or other appropriate agency;
(7) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs (1), (2), (3), (4), (5), and (6).
Assurance: the contracting party and the dvrs, by their signatures affixed below, assure that
each contracting party is operating in compliance with all applicable federal, state, and local
statutes, rules and regulations.
INTENT TO APPLY FORM
State Alignment Grant for Improving Transition Outcomes for Youth with Disabilities
through the Use of Intermediaries
Please indicate your community’s intent to submit a proposal for a demonstration
grant to improve Transition outcomes by completing and returning this form by May 21,
2004. The “Intent to Apply” form must be emailed, barb.mcclannahan@iowa.gov, faxed
(515-281-4150) mailed via the postal service or hand-delivered to Barb McClannahan,
510 East 12th Street Des Moines, Iowa 50319. All “Intent to Apply” forms must be
received no later than May 21, 2004. Final Proposals are due July 9, 2004.
Please provide the geographic area or community for which the proposal will be
developed and the name of the existing collaborative group(s) that will lead the initiative in
the community (if applicable). Please also designate a contact person for the community.
Include contact person(s) name, title, organization, address, email address, phone number
and fax.
Community/Geographic Area:
Name of Collaborative Group(s):
Designated Contact Person:
Title:
Organization:
Address:
Email Address:
Phone:
Fax:
Please note other major organizations/partners that will be involved in the project: